Is managing payroll more complicated than providing patient care in the healthcare industry?
Instead of simply providing patient care, payroll is also complicated by factors such as shift rotation and overtime pay practices, regulations with compliance characteristics, and staff being located in multiple sites. If payroll processing makes an error in any way, it can affect, for example, employee trust, employee finances, and the legal standing of the organisation.
Organisations that operate in the healthcare industry require accuracy, timeliness, and compliance when processing payroll. Therefore, payroll software is important for any organisation that operates within the healthcare sector. Payroll software automates the payroll process, helps reduce human error in payroll processing, supports automation of compliance, and facilitates simplified HR operations.
In this blog post, we will discuss: the definition of payroll software; why payroll software is important for organisations that operate within healthcare sectors; how to select the appropriate payroll solution for an organisation that operates within healthcare sectors; some of the leading payroll software programs available today, and why Savvy HRMS is the best option out there.
What Is Payroll Software?
The payroll software is the process to automate the computation, processing, and distribution of employee compensation. Payroll software calculates an employee’s earnings, including all relevant deductions, bonuses, reimbursements, and required statutory contributions, with a high level of integrity (such as accuracy and efficiency).
Payroll software that is modern incorporates more than just employee compensation. The software processes payroll, along with employee data that is supplied in real-time by other systems such as Human Resource software, attendance management, and leave management, to ensure that employee wages are being accurately calculated regardless of when an employee worked or was absent; therefore, the payroll software can be very beneficial to healthcare providers.
Why Payroll Software Is Important for the Healthcare Industry?
1. Complexity of Shift Patterns
Healthcare staff routinely rotate through shifts, work overnight, and may work additional hours outside their scheduled shift. Payroll software automates the complex calculation of wages, overtime, and shift differentials, so no manual intervention is needed.
2. Compliance with Many Regulatory Bodies
Many federal, state, and local labor laws apply to the healthcare industry. Automating compliance through payroll software eliminates much of the risk for penalties and audits.
3. Accurate Calculation of Overtime
Doctors, nurses, and facilities’ support personnel often work overtime. Accurate documentation of attendance is collected so that payroll software can calculate the correct amount of overtime pay fairly.
4. Managing the Payroll of a Multi-Location Workforce
Hospitals and healthcare systems operate under one system in multiple locations. Payroll software centralizes payroll operations but also allows for compliance with local policies and labor laws.
5. Integrated Attendance Systems
Attendance systems that automatically capture employee clock-ins and outs, along with biometric and shift schedule information, provide a smooth payroll solution for integrated payroll software programs.
6. Accurate Leave and Absences
Leave management features are built into most payroll systems so that they have the ability to automatically adjust the employee’s pay for any paid, unpaid, or medical leave.
7. Secure Data and Employee Confidentiality
The healthcare industry manages very sensitive employee information, including social security numbers. Payroll software utilizes encrypted access, role-based permission options, and provides secure data storage for this information.
8. Time and Cost Savings
Automated payroll processing allows HR staff to spend less time processing payroll, thereby reducing errors and allowing HR to concentrate on managing a patient-focused workforce.
Top Payroll Software for Healthcare Industries
1. Savvy HRMS
Savvy HRMS is a complete HRMS and payroll software for the healthcare industry, designed to manage complex payroll structures, shift-based attendance, compliance, and employee lifecycle efficiently, making it perfect for hospitals, clinics, and healthcare networks.
Key Features of Savvy HRMS
- Healthcare-Focused Payroll Engine: Automates salary calculations, overtime, night shifts, and incentives tailored for healthcare professionals.
- Attendance Management Software Integration: Real-time integration with biometric and shift-based attendance systems.
- Advanced Leave Management Software: Supports multiple leave types, including medical, emergency, and compensatory leaves.
- Statutory Compliance Automation: Ensures accurate calculations for PF, ESI, TDS, and other statutory requirements.
- Multi-Location Payroll Management: Handles payroll across hospitals, branches, and diagnostic centers smoothly.
- Custom Salary Structures: Supports role-based and department-specific pay configurations.
- Employee Self-Service Portal: Employees can access payslips, tax details, and leave balances anytime.
- Secure Data Management: Enterprise-grade security with role-based access and audit logs.
- HR Analytics and Reports: Provides payroll insights, cost analysis, and compliance reports.
2. Keka HR
Keka HR is a modern payroll and HR software for healthcare that simplifies payroll automation, attendance tracking, compliance handling, and analytics, helping mid-sized healthcare organizations manage staff efficiently and accurately.
Key Features of Keka HR:
- Automated Payroll Processing: Accurate salary calculations with minimal manual effort.
- Attendance and Shift Tracking: Handles shift rotations and real-time attendance.
- Leave Management Software: Tracks all leave types seamlessly.
- Statutory Compliance Handling: Manages PF, ESI, TDS, and legal compliance.
- Employee Self-Service Dashboard: Provides payslips and HR info instantly.
- Payroll Reports and Analytics: Delivers actionable payroll insights and reports.
3. Zing HR
ZingHR is an HR cloud solution that allows you to completely automate your company’s key HR function such as managing the entire employee lifecycle for each staff member. This includes all of the major components of the employee lifecycle.
The key features of ZingHR include:
- Cloud and Statutory Compliance: Complete payroll processing and support for statutory compliance through automation.
- Attendance & Leave Management: Attendance and leave tracking, managing your workforce through the use of 3rd party integrations.
- Employee Self-service: Employees can access employee pay information.
- Recruiting & Onboarding: Tools for recruiting, onboarding, and tracking candidates.
- Analytics and Reporting: Reporting dashboards to assist in HR decision-making within the organization.
4. Quandle
Quandle is an intuitive payroll and HR solution suitable for small to mid-sized healthcare setups, offering simple payroll automation, attendance tracking, leave management, and compliance support for better staff administration.
Key Features of Quandle:
- Payroll Automation: Smooth salary and deduction calculations.
- Shift and Attendance Tracking: Tracks attendance and shift patterns.
- Leave Management Software: Integrated leave tracking for payroll.
- Compliance Support: Helps meet statutory payroll requirements.
- Custom Reports: Tailored payroll and HR reporting capabilities.
5. HR Mantra
HR Mantra is an enterprise-grade payroll and HRMS for healthcare industries, providing end-to-end payroll automation, complex employee management, compliance reporting, and advanced HR workflows for large hospitals and healthcare enterprises.
Key Features of HR Mantra:
- Enterprise Payroll Management: Handles complex, large-scale payroll needs.
- Attendance and Shift Scheduling: Manages shift patterns and attendance.
- Advanced Leave Management Software: Supports detailed leave policies.
- Compliance and Audit Reports: Delivers regulatory compliance documentation.
- Custom HR Workflows: Automated HR processes and approvals.
- Analytics Dashboard: Insights into payroll costs and trends.
6. UKnowva HRMS
UKnowva HRMS is a scalable payroll and HR software for the healthcare industry that supports automated payroll, attendance and leave management, compliance tracking, and employee self-service for growing healthcare teams.
Key Features of UKnowva HRMS:
- Payroll Automation: Simplifies salary processing and deductions.
- Attendance Management Software: Tracks attendance data accurately.
- Leave and Policy Management: Manages leave rules and policies.
- Compliance Tracking: Ensures statutory compliance and audits.
- Employee Self-Service Tools: Empowers staff with self-access to HR data.
7. Deel
Deel is a global payroll and HR platform perfect for healthcare industries with international staff, offering secure payroll, contractor payments, multi-country compliance, and automated tax handling across borders.
Key Features of Deel:
- Global Payroll Management: Supports payroll for international employees.
- Compliance Across Countries: Ensures adherence to local laws.
- Contractor and Employee Payments: Handles diverse workforce payments.
- Automated Tax Handling: Manages taxation in multiple regions.
- Secure Payment Processing: Ensures safe, timely salary distribution.
How Payroll Software Works for the Healthcare Industry?
1. Centralize Employee Data
Payroll packages centralize payroll-related employee data, such as the job title, department where the employee works, salary structure, type of shift the employee works, and statutory details. This information becomes a foundation for correctly processing payroll across all health facilities.
2. Capture Attendance and Shift Data
Integrated attendance management software captures real-time punches, records shift rotation as well as night and overtime hours. Therefore, payroll will be calculated based on the actual working hours of the healthcare employee.
3. Track and Adjustable Leave
Leave management software supports tracking approved medical leave, emergency leave, and unpaid leave. It will automatically audit the expected leave and make adjustments to salary calculations to ensure they align with the health organization’s leave policy.
4. Automate Salary Calculation
Payroll software calculates the salary based on attendance, overtime, allowances, deductions, and incentives. There is no way to create manual errors during this process; therefore, payroll software provides a faster and more efficient way to process complex payroll structures in healthcare.
5. Automatic Compliance and Statutory Deductions
Payroll software automatically makes the necessary deductions and generates compliance reports as well as filing requirements to meet regulatory obligations for healthcare organizations without causing additional administrative workload.
6. Payroll Review and Approval
Through the use of secure dashboards, HR representatives review payroll summaries, validate any exceptions, and approve the final payout amounts. This process provides ultimate transparency, accuracy, and accountability for payroll operations in healthcare.
7. Salary Disbursement and Reporting
After payroll has been appropriately reviewed and approved, salary distribution will be processed through the payroll software. In addition to processing payroll, the payroll software generates digital payslips as well as payroll analytics, which can help health facilities to monitor for cost control, conduct payroll audits, and plan for employee growth and change.
How to Choose the Right Payroll Software for Your Healthcare Industry?
Step 1. Healthcare Focused Payrolling Technology
Healthcare payrolling software will appropriately manage different shifts, extra hours, allowances, and pick-up calls while accurately calculating wages according to the complex working structure of the healthcare system
Step 2. Automated Compliance
Automated compliance enables healthcare companies to make the necessary statutory wage deductions, file the due reports and returns, and other legally required documents, thereby reducing the risk of legal liabilities, tax issues, and taxes paid incorrectly as a result of the manual handling of payroll compliance.
Step 3. Attendance and Leave Integration
An integrated attendance management and leave management program provides the ability to reflect true hours worked, approved leave, and shift changes without needing to make any manual adjustments to payroll.
Step 4. Ability to Grow
Scalable HR software quickly adapts to growing companies. As the size of the employee base increases, the number of sites increases, and the number… to determine an employee’s paycheck changes.
Step 5. Data Protection
To ensure the security of sensitive employee data in health care payroll systems, Encryption, Security through Role-Based Access Control (RBAC), and secure data storage must be utilized to protect an employee’s confidential information and help obtain and remain compliant with a wide range of regulatory industry standards.
Step 6. Ease of Use
Software designed for payroll should be user-friendly. Therefore, HR teams and employees will be able to perform payroll functions efficiently, requiring little to no additional IT support.
Step 7. Reporting and Analytics
Advanced payroll analytics will enable organizations in health care to analyze and assess their business operations with metrics on labor cost, overtime trends, and employee productivity. This data can be used for better decision-making and for future planning.
Step 8. Vendor Support
Support from vendors for payroll systems will prevent errors in payroll operations, give fast response times to issues, and allow vendors to continually optimize payroll systems for customers.
Why Savvy HRMS Is the Best Choice for Healthcare Organizations?
Savvy HRMS is uniquely developed to solve the challenges faced by Healthcare sectors. With the integration of payroll, attendance, and leave management software solutions, Savvy HRMS eliminates errors for payroll processing through its integrated approach.
With Savvy HRMS, you can expect dedicated features designed specifically for Healthcare organizations, such as Shift-Based Payroll, Overtime Automation and Location Compliance Management within a single solution.
Savvy HRMS provides the flexibility of scale pricing, with strong data security and powerful analytic capabilities, enabling Healthcare Organizations to reduce HR administrative functions while continuing to concentrate on what is truly important, providing Patient Care.
Conclusion
It’s essential to select the best payroll software for healthcare that meets operational efficiency, compliance, and employee enjoyment requirements. The best payroll software solution will provide you with an easy way to handle complex shift designs while ensuring accurate payroll.
Savvy HRMS is an example of a top-tier payroll software solution specifically designed for the healthcare sector, providing healthcare-specific payroll automation and integration with other HR applications. It is the best solution for progressive healthcare organizations.
